Administrative Assistant – Fixed Term

The Mustard Seed - Kamloops, BC (6 months ago)

Apply Now

The Administrative Assistant will work closely with the Managing Director and the Community
Development Coordinator in Kamloops. This position may be the first point of contact for callers,
guests, and visitors to The Mustard Seed. This position is fast paced and the candidate must be
able to perform multiple tasks simultaneously while still maintaining a compassionate and
professional approach with all stakeholders. Answering incoming phone calls and inquiries from
guests and volunteers is primary to this role, as is working closely with The Mustard Seed guests
by encouraging them in their journey and connecting them with the appropriate resources. In
addition to providing overall reception support, this role will support several key aspects of the
administrative needs of the Managing Director – Kamloops.

Reporting to the Managing Director, Kamloops, the Administrative Assistant role plays an
integral part in supporting the effective and efficient support to the Managing Director and
Community Development Coordinator. This is accomplished by providing an executive
assistance and effective communication with all functional service and operational areas.

MAJOR DUTIES AND RESPONSIBILITIES

  • Welcome all visitors who contact The Mustard Seed by phone, in person or email in a
professional manner

  • Ensure that Community Participants, donors, volunteers and visitors have a positive first
impression and are directed to the appropriate person

  • Provide administrative support to the Managing Director and Community Development
Coordinator, Kamloops which includes but is not limited to:
o Maintain an overall awareness of the Director’s business needs and activities
o Prepare daily portfolios containing schedules, support materials, documents for

approval or signature
o Screen, redirect, and respond to phone calls in a professional manner
o Process mail and email correspondences
o Coordinate travel arrangements
o Draft and prepare reports, correspondences, and communications
o Prepare presentations using PowerPoint or other presentation software
o Review and reconcile expense reports, corporate credit card statements, and

invoices

  • Maintain inventory of office, stationery and printer supplies,
  • Ensure that office equipment and office systems, including telephone systems, fax
machines and photocopiers are operating efficiently and to call service specialists as
required,

  • Maintain accurate data collection, and records of local contracts with vendors and
funders

  • Assist in compilation and preparation of monthly reporting to Central Services
  • Assist in budget preparation, coordinate reconciliation of Thrift Store and Dental clinic
deposits and invoices with Central Services

  • Assist Managing Director and Community Development Coordinator expense
reconciliation.

  • Collect and compile data around: homelessness, community needs, social needs,
agencies, government grants, foundation grants, program and social enterprises to
support community engagement, fund development and the director for communication
and fund raising

  • Provide Central Services with support for financial tasks (e.g. donation processing,
invoicing, reconciling, etc.)

  • Maintain a clean, organized and welcoming reception area and office space
  • Support HR Business Partner – Central Services as requested
MINIMUM QUALIFICATIONS AND SKILLS

  • Post-Secondary education in administrative assistance or equivalent combination of
experience, education and training would be considered an asset

  • Strong working knowledge of Microsoft Office Programs (i.e., Word, Outlook, Excel, etc.)
and human resources information systems

  • Meticulous attention to detail, ability to prioritize and strong time management skills
  • Ability to work in a team environment and interact effectively with staff at all levels
  • Excellent customer service skills
  • Integrity, discretion and judgment with tact and diplomacy on confidential matters
  • Excellent verbal and written communication skills with an understanding of
confidentiality and protocol is essential

  • Strong organizational skills with effective multi-tasking skills
  • Ability to work in a team environment and interact effectively with staff at all levels
  • Prior experience with human information systems and/or SharePoint is an asset
  • Valid driver’s license and access to a reliable vehicle
OTHER INFORMATION

  • This is a fixed-term, full-time position working Monday to Friday from 8 am to 4:30 pm
to provide coverage for a maternity leave

  • Office Setting, extended computer use, sitting, reaching, standing, minimal lifting,
walking,

  • Mental effort: moderate, periods of high volume workload
  • Fast paced and demanding work environment
  • Occasional weekend or evening work may be required
  • Occasional use of a personal vehicle may be required, and will be compensated
  • Employment Security Check is required
  • As The Mustard Seed is a Christian ministry, we require our employees to be in
agreement and to sign our statement of faith

  • Must have legal authorization to work in Canada on a full-time basis for anyone other
than current employer

  • We are an equal opportunity employer. All applicants will be considered for employment
without attention to race, color, religion, sex, sexual orientation, gender identity,
national origin, veteran or disability status

Start date: once a suitable candidate is found

Apply online using our Position Application Form on our Careers page.
(https://themustardseedhr.wufoo.eu/forms/position-application-form/)

Privacy Policy: The Mustard Seed follows the principles of privacy therefore the privacy policy

will be adhered to. We thank all candidates for their interest, however, only those candidates

selected for an interview will be contacted. The Mustard Seed reserves the right to amend job

advertisements. No phone calls please.